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Scruggs Family Association

Scruggs Family Association Bylaws

THE SCRUGGS FAMILY ASSOCIATION BYLAWS

Revised July 14, 2007

ARTICLE 1

NAME, OFFICE AND OBJECTIVES

Section 1.  Name

The name of this Association shall be the “Scruggs Family Association” (hereinafter the Association.)

Section 2.  Office Location

The principal offices of the Association shall be located at the residence of the Secretary or at other locations as the Board of Directors may determine.

Section 3.  Objectives

The primary objectives of the Association shall be:

a.  to search out, record and preserve the history and genealogy of the

Scruggs family in America;

b.  to research the ancestry of the earliest Scruggs ancestors in America,

England and Scotland;

c.  to establish and maintain a Scruggs family archives and library;

d.  to publish two issues of “Searching for Scruggs” annually;

e.  to have a Biennial Association Reunion and business meeting.

ARTICLE II

MEMBERSHIP

Section 1. Membership

A.  Membership in this Association is individual.

B.  Voting privileges are limited to those individual members in good standing by:    

1.  having an interest in the history and genealogy of the Scruggs family;

2.  agreeing to comply with the Association’s Bylaws, rules and regulations;

3.  submitting acceptable family data;

4.  submitting payments of annual dues.

ARTICLE III

MEMBERSHIP DUES

Section 1.  Annual Dues

A.  The Board of Directors may determine from time to time the amount of the annual dues.

B.  The annual dues cover the period from January 1 through December 31 inclusive.

Section 2.  Payment of Dues

The annual membership dues shall be payable by January 31 of each year.

ARTICLE IV

MEETINGS OF THE MEMBERSHIP

Section 1.  Biennial Meetings of the Membership

A.  The Scruggs Family Reunions shall be held biennially for the purpose of fellowship, informative activities, election of officers, and for the transaction of such other business as may come before the meetings.

B.  They shall be held at such time and place as shall be determined by the Board.

Section 2.  Special Meetings

Special meetings of the Association may be called by the President, a majority of the Board of Directors or not less than one-fifth (1/5) of the current membership.

Section 3.  Notice of Meetings

Written notice stating the place, day and time of any meeting of the Association shall be forwarded to each member not less than 30 days before the date of such meeting, by or at the direction of the President or Secretary-Treasurer.

Section 4.  Quorum

Twenty (20) percent of current members in good standing shall constitute a quorum for the transaction of official business.

ARTICLE V

BOARD OF DIRECTORS

Section 1.  General Powers

The Board of Directors (hereafter the Board) shall have the authority to exercise all necessary power to manage the affairs of the Association.

Section 2.  Number

A.  The Board shall consist of all elected officers, Editor of “Searching for Scruggs”, Immediate Past President, and Archivist.

B.  Members of the Board serving in more than one office will have only one vote in matters of Board action.

Section 3.  Regular Meetings

The Board determines the date, time and plan for their meeting held at the Biennial Reunion without other notice.

Section 4.  Special Meeting

A.  Special meeting of the Board may be called by the President and must be called if requested by three members of the Board. The President shall fix a time, place and manner for any special meeting of the Board.

Section 5.   Quorum

A majority of the members of the Board shall constitute a quorum for the transaction of official business at any meeting of the Board.

Section 6.  Taking Action by Any Other Means

A.  Voting on business of the Board may be conducted by mail, telephone, or electronic transmission in such a manner as shall be determined by the President.

B.  The same rules of Quorum apply.

C.  The Secretary-Treasurer or an appointed member of the Board shall record all votes and results in the official records.

Section 7.  Appointment of Editor and Archivist

A.  The Editor and Archivist serve at the pleasure of the Board.

B.  The Board must make serious in-depth considerations and inquiry to select the most able and qualified members for these vital positions.

ARTICLE VI

ELECTED OFFICERS

Section 1.  Officers

The elected officers of the Association shall be President, 1st Vice President, 2nd Vice President, and Secretary-Treasurer.

Section 2.  Nominations and Elections

The Board shall act as a nominating committee to select a candidate for each vacant office.  No member shall be placed in nomination or approved for office without his/her written or oral consent.  The nominations shall be reported to the membership at the first general business session of the biennial reunion.  Elections shall be held at the closing general session at which time nominations from the floor will be accepted.  A simple majority will determine each election.

Section 3.  Terms and Limitations

A.  The President, 1st Vice President, and 2nd Vice President shall each serve a two year term.

B.   At the end of the business meeting of the Biennial Reunion of the Association, the President becomes the Immediate Past President, the 1st Vice President becomes the President, the 2nd Vice President becomes the 1st Vice President.

C.  The Secretary-Treasurer shall be elected for a four-year term.  Only the Secretary-Treasurer may serve consecutive terms.

Section 4.  Vacancies

A.  If there is a vacancy in the office of President, the 1st Vice President becomes President for the remainder of that term and the following term.

B.  If there is a vacancy in the office of 1st Vice President, the 2nd Vice President becomes 1st Vice President for the remainder of that term.

C.  If a vacancy occurs in the office of 2nd Vice President, the Board may appoint an interim 2nd Vice President who may run for the office of 1st Vice President at the next biennial session.

D.  If a vacancy occurs in the office of Secretary-Treasurer, the Board shall appoint an interim Secretary-Treasurer to serve until the next biennial session.

Section 5.  Removal From Office

Officers can be removed from office with or without cause by a 2/3 vote at a business session at a biennial meeting of the membership where previous notice of 90 days has been given.

ARTICLE VII

DUTIES OF OFFICERS

Section 1.  General

All officers and appointed officials should recognize and accept that this Association is basically one run by the Board of Directors with approval of the general membership.  Therefore, the viability of this Association is directly dependent upon the interest and effort of the members of the Board during their terms of office.

Section 2.  President

The President shall:

a.  communicate to the Board and to the membership such matters that will promote the welfare of the Association;

b.  preside at all meetings of the Association and of the Board;

c.  appoint all committees and chairpersons and other appointments of members of the Association except otherwise provided in the Bylaws;

d.  prepare the agenda for the meetings of the Board;

e.  prepare the program for the Biennial Reunion of the Association with the approval of the Board;

f.   be the co-signer in addition to the Secretary-Treasurer on all bank accounts and other financial instruments of the Association;

g.  perform such other duties as are necessarily incidental to the Office of President, or as prescribed by the Board or as may be suggested by the standard for guidance used by the Association when not in conflict with its Bylaws or Rules of Procedure adopted by the Board.

Section 3.  First Vice President

The First Vice President shall:

a.  assume the duties and title of President if the office of President is vacated;

b.  preside in the absence of the President;

c.  select the site of the Biennial Reunion to occur during his/her tenure as President and shall present this selection for its approval at the first Board meeting of the Biennial Reunion.  When the site is approved by the Board, the Board will inform the membership at the next business session of that Reunion;

d. perform other duties assigned by the President or the Board.

Section 4.  Second Vice President

The Second Vice President shall:

a.  assume the duties and title of First Vice President if the office of First Vice President is vacated;

    1. preside in the absence of the President and the First Vice President;
    2. coordinate membership development activities of the Association;
    3. perform other duties assigned by the President or the Board.

Section 5.  Secretary-Treasurer

The Secretary-Treasurer shall:

a.  record the minutes of all meetings of the Association and the Board in one or more books provided for that purpose (in the absence of the Secretary-Treasurer, the President shall appoint a temporary substitute);

b.  send a copy of such minutes to the President and members of the Board within fourteen days after said meeting, requesting additions and corrections if needed and Board approval of the final draft;

c.  receive all applications of prospective members, collect appropriate dues, process, and acknowledge acceptance;

d.  keep a hard copy of all genealogical information furnished by members or other sources;

e.  furnish copy of all the genealogical information to the Archivist.

f.   conduct the correspondence of the Association not otherwise provided for;

g.  keep and maintain a current record of the Standing Rules separate from the Bylaws of the Association;

h.  perform such other duties as from time to time may be assigned by the President or the Board;

i.   collect annual dues;

j.   contact members delinquent in their payment of dues;

k.  keep a current and official record of the membership;

l.   provide the Board with information on each new member;

m. provide the Editor a current membership list when requested;

n.  keep the records of all financial transactions;

o.  provide a complete financial report to the Board:

1.  at its first meeting at the Biennial Reunion;

2.  annually by July 31 for the first six months of the calendar year;

3.  annually by January 31 for the previous calendar year;

p.  keep written records of all financial transactions;

q.  prepare a report on specific issues appearing before the Board, votes taken by the Board, membership data, and general status report of the Association for publication in each issue of “Searching for Scruggs.”

ARTICLE VIII

DUTIES OF APPOINTED OFFICIALS

Section 1.  Editor of “Searching for Scruggs”

The Editor shall:

a.  compile and publish “Searching for Scruggs” in the fall and the spring of each year;

b.  be responsible for the mailing of each issue to each member on record, and to any other locations designated by the Board;

c.  compile suitable indexes for “Searching for Scruggs.”

Section  2.  Archivist

The Archivist shall:

a.  be responsible for organizing and entering all the Scruggs family genealogical information received from the Secretary in suitable computer software programs;

b.  keep abreast of the developments in the computer field of genealogy and report to the Board those applications that might be of benefit to the Association;

c.  cooperate with the Secretary in maintaining accurate up-to-date Association genealogical records;

d.  contact each new member to volunteer for the Association all assistance available on development of the new member’s lineage and current Association members belonging to the new member’s line.

ARTICLE IX

PARLIAMENTARY AUTHORITY

The current edition of “Robert’s Rules of Order” shall be the accepted standard of  guidance in all matters of the Association to which they apply when not in conflict with the Association’s Bylaws or adopted Rules of Procedure.

ARTICLE X

AMENDMENTS TO THE BYLAWS

A.  These Bylaws may be amended or repealed by a majority vote in a business session.

B.  The notice of intent to amend or repeal the Bylaws must be given in writing to the membership by letter or publication in “Searching for Scruggs” at least 30 days prior to such action.

C.  Amendments to these Bylaws shall take effect upon adoption unless otherwise specified within the amendment.

D.  Any changes in these Bylaws shall be published in the next issue of “Searching for Scruggs.”

ARTICLE XI

STANDING RULES OF ORDER

A.  May be adopted by a majority vote at any business meeting of the Association or the Board.

B.  Must not be in conflict with the Bylaws of the Association.

C.  A current record separate to the Bylaws must be kept by the Secretary-Treasurer.

ARTICLE XII

DISSOLUTION

Upon dissolution of the Association, any and all records, data, pictures or other assembled materials and any remaining funds shall be distributed as specified by a majority vote of a committee composed of the current Board and any available past presidents or founders.